Operations Administrative Assistant
Kickapoo Traditional Tribe of Texas, Eagle Pass, TX, United States
In order to be considered for any vacancy within the Kickapoo Traditional Tribe of Texas, an application must be completed. If you are among the qualified candidates, you will receive a call or email from one of our coordinators to schedule an interview. Once your application is completed, please send it to the Human Resources Department at HR@ktttribe.org.
Position:
Operations Administrative Assistant
Supervisor:
Tribal Education Operations Director
Division:
Tribal Education Administration
Department:
Tribal Education
Responsibilities
The Operations Administrative Assistant supports the daily functions of the Tribal Education Operations Department by facilitating coordination across key areas including Multimedia, Finance, Operations, and Maintenance. This position plays a critical role in ensuring effective communication, organization, and execution of departmental initiatives.
Essential Duties and Responsibilities
Acts as point of contact at the request of Tribal Education Operations Director or Management which may include: planning and coordinating presentations; distributing information, or coordinating mail outs.
Answering phone inquiries, directing calls, and providing basic company information
Answers main telephone line, schedules appointments, greets and directs clients, accepts deliveries, accepts and sends out faxes.
Arranges and manages appointments, schedules and calendars. Schedule parent meetings or other appointments as assigned by direct supervisor.
Arranges meetings, takes and prepares meeting notes, as required. Notes commitments made by management or staff during meetings and arrange the appropriate follow up actions.
Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
Communicate verbally and in writing to answer inquiries and provide information.
Completes projects by assigning work to clerical staff; following up on results.
Conserves management’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
Coordinate the flow of information both internally and externally.
Coordinates internal department correspondence, works independently on special and ongoing projects.
Cross Trained in aspects of Financial Services duties, and substitutes where applicable for Financial Services Clerk in areas of billings, placing and receiving supply orders and financial services data.
General administrative and clerical support including but not limited to receive and sort mail and deliveries.
Greet persons entering the organization; check for all visitors to sign in and out system, refer back to Tribal Student Services.
Handles check requests, requisitions, payroll, coordinates facility repairs and telecommunications.
Implement and maintain office systems.
Insures timely company vehicle submission, logs, and other maintenance.
Inventories, orders, and organizes and/or distributes office supplies when received.
Liaison with internal and external contacts.
Maintain an organized filing system of paper and electronic documents.
Maintain appointment diary either manually or electronically.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Make copies for staff; preparation for site-based communication;
Makes travel arrangements for management and other staff as approved.
Manage and maintain a neat and professional office environment.
Manages vendor relationships related to ordering supplies and miscellaneous office equipment.
Operate office equipment.
Organize internal and external events and plan alongside other center assistants.
Performs general administrative assistant duties such as typing, copying and maintenance of paper or electronic records.
Plans/organizes and implements events such as meetings, business luncheons, or client dinners
Prepare and manage correspondence, reports and documents.
Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings.
Provide information to callers.
Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
Responsible for creating and tracking site-based profiles.
Serve as a back up to Education Multimedia Specialist in taking pictures for events or special projects during his absence.
Track employee attendance.
Type reports, memos, letters and other documents using word relevant computer software.
Perform other tasks as assigned by supervisor or management (or designee).
Knowledge, Skills, and Abilities
Ability to be calm and verbally de-escalate potential threatening situations.
Ability to be part of a team and communicate directives effectively.
Ability to be self-motivated, organized and detailed oriented.
Ability to exercise independent and sound judgment.
Ability to manage and maintain security of confidential data and information.
Ability to multi-task and prioritize daily, weekly, or monthly tasks.
Ability to perform simple arithmetic for time-keeping and counting calculations.
Ability to read, write, speak and understand English and Spanish, and communicate effectively with others.
Ability to understand and follow written and verbal direction / instructions.
Ability to use Microsoft programs and planning tools, spreadsheets, calendars, etc.
Ability to verbally communicate effectively in English and Spanish and/or the Kickapoo language.
Ability to write legibly and submit timely
Attention to detail and accuracy.
Contributes to team effort by accomplishing related results as needed.
Must attend required trainings as assigned in areas such as for CPR, First Aide, Food Handlers Certification and others
Must be able to comply with strict adherence to Federal Confidentiality Regulations and maintain client confidentiality.
Must be able to type at least 40 words per minute.
Must be capable of using personal computer, calculator, phone, copy, scan, and fax machine.
Must be dependable.
Must be honest, trustworthy and maintain confidentiality of personnel and client records.
Must have cultural awareness and sensitivity of Kickapoo traditions, religious beliefs and way of life.
Uses considerable judgment and initiative to determine the approach or action to take in non-routine situations with all administrative duties
Education and Experience Requirements
Minimum Qualifications:
Minimum of 40+ college hours in education or related field and minimum of two years’ experience working in a high‑paced educational setting or customer service‑oriented setting.
Preferred Qualifications:
Bachelor’s Degree in education administration or related field. Kickapoo and/or Spanish speaking. Previous work‑related experience within the KTTT community is preferred.
Disqualifying Criteria
Regulations implementing the Indian Child Protection and Family Violence Prevention Act require an individual to be denied employment if he or she has been convicted of any felony, or any two or more misdemeanor offenses, under Federal, State, or Tribal law involving crimes of violence, sexual assault, molestation, exploitation, contact or prostitution, crimes against persons, or offenses committed against children.
Background Check
Requires successful completion of a background investigation that includes a fingerprint based criminal history search.
#J-18808-Ljbffr
Position:
Operations Administrative Assistant
Supervisor:
Tribal Education Operations Director
Division:
Tribal Education Administration
Department:
Tribal Education
Responsibilities
The Operations Administrative Assistant supports the daily functions of the Tribal Education Operations Department by facilitating coordination across key areas including Multimedia, Finance, Operations, and Maintenance. This position plays a critical role in ensuring effective communication, organization, and execution of departmental initiatives.
Essential Duties and Responsibilities
Acts as point of contact at the request of Tribal Education Operations Director or Management which may include: planning and coordinating presentations; distributing information, or coordinating mail outs.
Answering phone inquiries, directing calls, and providing basic company information
Answers main telephone line, schedules appointments, greets and directs clients, accepts deliveries, accepts and sends out faxes.
Arranges and manages appointments, schedules and calendars. Schedule parent meetings or other appointments as assigned by direct supervisor.
Arranges meetings, takes and prepares meeting notes, as required. Notes commitments made by management or staff during meetings and arrange the appropriate follow up actions.
Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
Communicate verbally and in writing to answer inquiries and provide information.
Completes projects by assigning work to clerical staff; following up on results.
Conserves management’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
Coordinate the flow of information both internally and externally.
Coordinates internal department correspondence, works independently on special and ongoing projects.
Cross Trained in aspects of Financial Services duties, and substitutes where applicable for Financial Services Clerk in areas of billings, placing and receiving supply orders and financial services data.
General administrative and clerical support including but not limited to receive and sort mail and deliveries.
Greet persons entering the organization; check for all visitors to sign in and out system, refer back to Tribal Student Services.
Handles check requests, requisitions, payroll, coordinates facility repairs and telecommunications.
Implement and maintain office systems.
Insures timely company vehicle submission, logs, and other maintenance.
Inventories, orders, and organizes and/or distributes office supplies when received.
Liaison with internal and external contacts.
Maintain an organized filing system of paper and electronic documents.
Maintain appointment diary either manually or electronically.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Make copies for staff; preparation for site-based communication;
Makes travel arrangements for management and other staff as approved.
Manage and maintain a neat and professional office environment.
Manages vendor relationships related to ordering supplies and miscellaneous office equipment.
Operate office equipment.
Organize internal and external events and plan alongside other center assistants.
Performs general administrative assistant duties such as typing, copying and maintenance of paper or electronic records.
Plans/organizes and implements events such as meetings, business luncheons, or client dinners
Prepare and manage correspondence, reports and documents.
Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings.
Provide information to callers.
Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
Responsible for creating and tracking site-based profiles.
Serve as a back up to Education Multimedia Specialist in taking pictures for events or special projects during his absence.
Track employee attendance.
Type reports, memos, letters and other documents using word relevant computer software.
Perform other tasks as assigned by supervisor or management (or designee).
Knowledge, Skills, and Abilities
Ability to be calm and verbally de-escalate potential threatening situations.
Ability to be part of a team and communicate directives effectively.
Ability to be self-motivated, organized and detailed oriented.
Ability to exercise independent and sound judgment.
Ability to manage and maintain security of confidential data and information.
Ability to multi-task and prioritize daily, weekly, or monthly tasks.
Ability to perform simple arithmetic for time-keeping and counting calculations.
Ability to read, write, speak and understand English and Spanish, and communicate effectively with others.
Ability to understand and follow written and verbal direction / instructions.
Ability to use Microsoft programs and planning tools, spreadsheets, calendars, etc.
Ability to verbally communicate effectively in English and Spanish and/or the Kickapoo language.
Ability to write legibly and submit timely
Attention to detail and accuracy.
Contributes to team effort by accomplishing related results as needed.
Must attend required trainings as assigned in areas such as for CPR, First Aide, Food Handlers Certification and others
Must be able to comply with strict adherence to Federal Confidentiality Regulations and maintain client confidentiality.
Must be able to type at least 40 words per minute.
Must be capable of using personal computer, calculator, phone, copy, scan, and fax machine.
Must be dependable.
Must be honest, trustworthy and maintain confidentiality of personnel and client records.
Must have cultural awareness and sensitivity of Kickapoo traditions, religious beliefs and way of life.
Uses considerable judgment and initiative to determine the approach or action to take in non-routine situations with all administrative duties
Education and Experience Requirements
Minimum Qualifications:
Minimum of 40+ college hours in education or related field and minimum of two years’ experience working in a high‑paced educational setting or customer service‑oriented setting.
Preferred Qualifications:
Bachelor’s Degree in education administration or related field. Kickapoo and/or Spanish speaking. Previous work‑related experience within the KTTT community is preferred.
Disqualifying Criteria
Regulations implementing the Indian Child Protection and Family Violence Prevention Act require an individual to be denied employment if he or she has been convicted of any felony, or any two or more misdemeanor offenses, under Federal, State, or Tribal law involving crimes of violence, sexual assault, molestation, exploitation, contact or prostitution, crimes against persons, or offenses committed against children.
Background Check
Requires successful completion of a background investigation that includes a fingerprint based criminal history search.
#J-18808-Ljbffr